Dear Seniors,
I need your help regarding the personnel files that we have to maintain. Right now we have a seperate file for each employee, some of which are incomplete.
So I wanted to know how can we deal with this situation. If we want to make it paperless, then which is the best software that I can use or if there are any specific companies providing such facility keeping it economic in the run.
Please help!!!

Vice President - Hr/hcm/people Success
Agile Solutionist
+1 Other

Dear Shubhangi
I think it will not be possible to make personal files paperless but you can reduce the quantum of paper to a large extent.
1. Application Form :- Can be filled in an electronic format.
2. Proof of Qualification , Experience, Address, PAN Card etc. :- Can be maintained in PDF Format
3. Increment letters :- Scanned copies can be maintained
4. Appreciation letters :- Scanned copies can be maintained
But some documents such as Appointment letters, Confirmation letter, Disciplinary letters etc. should be maintained in Hard copy.
Preetam Deshpande

From India, Mumbai

Hi Shubhangi,
First of all, please let us know which sector you are employed with. Again how many employees are working, single or multiple location, maximum budget, etc. These information would help us to comment on the situation better.

From India, Bangalore
Appreciations for this Green Initiative
There are many ways to address this
I. Use existing PC in HR Office (subject to availability of enough space in hard disk)
i. If your is a small and medium sized organization and do not have much IT infrastructure (no plans for further investment), identify a PC in HR Office and create equivalent number of folders of employee count. Name folders "Emp Name_Emp ID)
ii. Organize scanned copies of documents and deposit here
iii. Take back up of the folders, at least once in a week
II Procure Folklore HRIS kind of a tool for your organization (subject to budget to buy and implement an HR System)
i. Store and maintain complete HR Information and scanned copy of documents in single location
ii.You can even automate the process by allowing employee to upload scanned copy of documents as part of on-boarding
iii. Whenever HR Office generate a letters, copy can be auto-archived in the system against the employee for future reference

From India, Bangalore
Dear Shubhangi,

Appreciating for your thought process.

It is not advisable or possible for making paperless in personnel file. From offer letter, appointment letter, Appraisal letter, warning letters or appreciation letter will be handed over to the employee physically only. The duplicate copy has to be signed by the employee and the same has to be returned to the company. The duplicate copy has to be kept for future reference. More over statutory forms would be filled by the employee and signed.

You have the option that you can scan all the letters, forms etc and save it. But do you think the same is possible in a large organisation or having different locations. The volume/size of the files will be higher. A person has to be deputed for the same. In the increasing attrition era and expansion of business the same cannot be done continuous. You can start but the same will not be continued for long run.

As suggested by other member we should not allow the employee to upload or ask soft copy of documents unless it is been physically verified. Since today we have more facilities to create a duplicate record / mark sheets.

Moreover if any legal proceeding is been executed by employee or family or nominee (In case of death/accident), original records will be only accepted.

Lastly the infrastructure cost will be higher only.

From India, Mumbai
Dear All,
Thank you for all your valuable suggestions.
I am working with an MNC with limited budget & IT infrastructure. We have started keeping the scanned copies of the doc apart from hard copy as well, but space is becoming a constraint for both. The software companies are expensive for us at this stage.
I have also found out that some of the personel files are incomplete. We dont have all the employees under 1 roof, we have PAN India presence. So what can I do to complete the files.

Dear Shubhangi
For completion of the files
1. Prepare a check list of the documents you want to maintain. Ensure that the list you are making contains a list of only essential documents.
2. Check for all the documents that are available with you
3. Send an e-mail to the employee concern for the missing documents with a deadline.
4. Follow-up for documents periodically may be every 10 days for about 2 months.
5. Make a list of documents not provided by the employees and discuss with the management to take further actions.
In one of the organizations I had worked, we stopped the increment of the employees till they made the documents available.
Preetam Deshpande

From India, Mumbai

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